Case reporting evidence and organization data requests¶
Some case work continues after a visible action finishes. The case service records selected facts for reporting, helps reporting services recover missing evidence, and contributes its stored records to an organization export or deletion request. These processes have different outcomes from saving a case, closing it or viewing its activity.
Availability: These background paths exist in the inspected backend. This guide explains their purpose and limits; it does not establish that reporting, organization-wide export or deletion has been verified in a deployed environment. Follow the organization data-request guidance for authorization, recipients, archive expiry and confirmation.
What case reporting evidence represents¶
| Recorded fact | How to interpret it |
|---|---|
| A case task moves into Completed | Records completion of that task. Attribution prefers its assigned person, then the last person who changed it, then its creator. It does not necessarily identify who performed every part of the work. |
| A completed task has a due time | Adds an on-time or missed-target fact using the recorded completion time and current due time. It does not establish the cause of a delay. |
| The ordinary case-closing path records its closure decision | Records case resolution, its deciding person and elapsed time from creation. This is separate from counting every possible HR lifecycle outcome. |
| An ordinary case decision is recorded | Records the decision and its type. A decision labelled Approval or Escalation does not by itself run an approval workflow or resolve an escalation. |
| A response, quality review or escalation completion is recorded | Adds the specific evidence explained in case operational records, including their timing, contributor and proof limits. |
The completion and resolution summaries assign an accepted-quality label as part of recording the event. That label is not evidence of an independent quality review. Elapsed time is not measured effort; a person can be waiting on another team or on circumstances the summary does not capture.
The task-completion contribution is produced when a task changes into Completed, not on every save while it is already Completed. Reopening and completing a task again is not an established reporting correction mechanism. Do not repeat or alter real work simply to make a reporting counter change.
These facts are selective. Case activity, decisions, current case state and reporting evidence answer different questions. A contribution count is not a complete audit trail, a count of all work performed, or a complete assessment of an employee. Managers and executives should consider the actual evidence, scope, dates and unresolved dependencies alongside a report.
Saving work and updating reports are separate outcomes¶
The case service keeps a saved copy of contribution evidence so a reporting service can request the same evidence again. Recovery resends the recorded facts; it does not complete a task again, repeat an HR action, reopen a case or send an original communication again.
The system can summarize saved evidence by activity and UTC day, including days with no matching records. This helps a receiving service check what it expected to receive. An empty summary for one activity and day does not mean that nobody worked, that every reporting source was checked, or that an entire organization has no case data.
Saving a case record, publishing evidence and accepting it into a report are separate steps. A successful source save does not establish when a dashboard will change. Conversely, a missing dashboard result does not establish that the case action failed.
Late or backdated evidence can conflict with an earlier saved daily summary. The current path does not establish automatic historical repair. Support should reconcile the original record and reporting outcome before retrying, and explain any remaining uncertainty. Reporting recovery cannot recreate evidence removed by organization-data deletion.
What the case portion of an export includes¶
The case export currently draws from 20 database tables. Together they cover:
- Case roots and type definitions, participants and staff parties.
- Notes, decisions, tasks, workflow links and relationships to other work.
- Staff and personnel-dossier reference records held by the case service.
- Ordinary responses, quality reviews and escalation-completion records.
- Formal HR queries, notice versions, responses and deadline changes.
- Saved contribution evidence and the daily summaries used for its recovery.
An export can therefore contain sensitive case and HR information beyond what one user's case view displays. It follows the authorized organization-data process, not the reader's current search filters or individual case visibility. An ordinary case-management permission does not grant access to the whole organization archive.
The service reports the number of exported database rows. One case can have many notes, participants, notices and contribution rows, so that number is not a count of cases, people or documents. Empty table arrays count as zero rows.
This portion contains stored database information. A link to a dossier, letter, workflow, attachment or message does not itself include that other system's complete contents or physical document bytes. Records, Correspondence, document storage, activity history and other owners must supply or account for their own data. Ask support to verify the final archive against the required business scope.
Tables are read one after another, so changes made during processing can affect what the export contains. Do not assume that all records describe precisely the same moment. Large exports and concurrent work need verification before the archive is used for reconciliation. An export is not an established restore facility.
What case-data deletion means¶
The current case service deletion path removes the same 20 declared tables' rows for the selected organization, with dependent records removed before their parents. Its rules select deletion for every listed table and report zero anonymized rows; they do not implement a separate case-specific retain rule or legal-hold decision.
Organization-wide approval, retention and hold checks belong to the governing data-request process. This service's ability to remove records must not be treated as permission to bypass that process. Closing an individual case is a different action and does not request organization-data deletion.
The case acknowledgment describes local rows removed and retained. It does not prove deletion of linked files, other services' records, external copies, previously downloaded archives, backups or transport records outside this table list. A zero retained count refers to these configured rules, not to every place the organization has data.
Deleting contribution journals and saved daily summaries removes this service's material for later evidence replay. That deletion does not itself prove that every previously delivered report or downstream copy has been removed. All participating owners' outcomes must be reconciled before support describes a broader deletion as complete.
Handle delayed or unclear outcomes¶
| Situation | What to do |
|---|---|
| A case action saved but a report has not changed | Keep the case or operation reference and approximate action time. Ask support to check the source record and receiving report separately. |
| A daily summary or replay fails | Let the responsible operator reconcile the saved evidence. Do not redo real case work or change dates to force acceptance. |
| An export has more records than cases | Check the included record types; row counts include children, history and reporting records. |
| An exported link has no attached file | Ask whether its owning service or storage provider contributes that content. A saved reference alone does not promise a file copy. |
| A case-service deletion result has arrived | Await the governing job's outcome and remaining owners' evidence. One service result does not complete the organization request. |
| A response timed out or completion is unclear | Preserve the request reference and ask support to read the current outcome before starting another job. |
Administrators should agree scope and authorized recipients before export. Managers should identify active work affected by closure. Executives should ask what was included, what remains and what evidence supports the stated outcome. Users should follow their organization's support route without requesting wider access to confidential cases or HR records.